Administrative Assistant II (Child Welfare, Sierra Vista)

Catholic Community Services of Southern Arizona, Inc. (CCS) is thriving! For 90 years, CCS has focused its mission to strengthen families, support communities, provide compassionate services, and deliver excellence. Providing Help. Creating Hope. Serving All.

We credit our continued success to our valuable employees! If you want to make a difference, help people, and serve your community, we want YOU to join our team! For more information visit our website at: www.ccs-soaz.org.

OVERVIEW

Provides administrative support and assistance to the Child Welfare (CW) Manager, Office Manager, supervisors, and staff for Tucson, Sierra Vista, and affiliated service areas within the Child Welfare program. Performs necessary functions to facilitate agency billing and collections. Greets and assists the public as well as provides information and referrals to other agency programs as requested. Position may from time to time be stressful and require a high demand of performance. May perform other duties as assigned.

ESSENTIAL FUNCTIONS

• Enters data utilizing the Electronic Health Record system (EHR) and other web-based systems daily.
• Compiles reports and submits to the appropriate agency and/or personnel as frequently as required.
• Greets the public and agency participants, answers and screens calls, takes detailed messages, and performs general office functions.
• Assists with coordination of program, agency, or community meetings as requested.
• Assists CW staff with problem solving equipment, technology, and web-based applications issues; coordinates with the agency Information Technology (IT) contractor as needed.
• Assists with onboarding of new hires as requested.
• Assists with timely and accurate agency payables and billing; resolves invoice and billing issues.
• Operates and maintains office machines and multi-line phone system.
• Processes incoming and outgoing mail and prepares correspondence and forms.
• Completes regular inventories of office and program supplies and completes orders as needed.
• Monitors and addresses telephone problems, facility issues, internet access, and related functions; arranges service, as requested.
• Assists with various types of errands for the programs.
• May drive company or personal vehicle on agency business.

MINIMUM REQUIREMENTS

Suitable work experience may be considered as transferable skills in order to meet minimum requirements of the position and will be considered by the Executive Director of Human Resources.

• High School Diploma or GED
• 1 year directly-related experience
• Proven skills utilizing Microsoft Office Suite
• Proven strong communication skills - oral and written are clear, concise, and in an organized fashion using appropriate style, grammar, and tone
• Ability to lift 35 pounds up to 10% of the time
• Ability to stoop, bend, climb, and reach

REGULATORY

• Must be at least 18 years of age
• Valid driver license, proof of insurance, and 39-month motor vehicle report
• Ability to obtain and maintain Arizona Level One Fingerprint Clearance Card and FBI National Criminal Records History Report (employer paid)
• Pass pre-employment drug screen (incudes marijuana, regardless of recreational use laws) (employer paid)

DESIRED QUALIFICATIONS

• Post-secondary education
• Previous experience in general receptionist and/or clerical office work
• Bilingual in English and Spanish, verbal and written

The above statement reflects the general duties considered necessary to describe the principal functions of the job as identified and shall not be considered a detailed description of all work requirements that may be inherent in the job.

We are an Affirmative Action Equal Opportunity Employer for all individuals. All qualified applicants are encouraged to apply.